Virtual Conference Presentation Guidelines
IMPORTANT: To ensure the proper execution of this virtual conference, please pay special attention to the instructions below. If you have any questions or difficulties following the guidelines, please contact the INTIS2020 Organization chair (intis@uae.ac.ma) who will be happy to help.
1. HOW WILL THE CONFERENCE WORK?
The conference will be delivered over a professional platform, Zoom, and will be managed by a highly competent team. The conference platform is rich with features such as text-based chat, Q&A box, questions with polls and more.
All Presentations (Keynote and particpants) can be pre-recorded to improve the quality of the delivery, avoid going over time and avoid any technical issue. However, speakers should be virtually present for their entire session in order to answer questions and participate in the discussion.
The virtual conference will be similar to any in-person conference. Presentations are assembled in sessions according to a theme and they are assigned a virtual room. A chairperson coordinates each session. All registered attendees can attend all technical sessions and switch from session to session at will. Participants access the session of their choice by entering a virtual room via a hyperlink.
As with in-person conferences, there will also be a dedicated period for questions and discussion after the presentations. Participants will be able to use a Q&A box (similar to a chat) to ask questions during and right after the presentations. The session’s chairperson will then select a few questions, depending on the time allocated for the discussion, and will read them to the presenter, who will be able to answer verbally during the session. The presenter will also be able to answer, after her/his session, any remaining questions through the Q&A box.
All sessions will be fully recorded for post-conference streaming so that all registered attendees will be able to revisit the sessions and catch up with the talks they've missed. Please note that we automatically assume that presenters accept their recorded presentation to be made available to participants for post-conference streaming on INTIS2020 website. In case of refusal, presenters need to notify us at intis@uae.ac.ma by December 15, 2020 and the secretariat will manage the requests.
2. PREPARING YOUR PRESENTATION
Presentation format
Keynote Speaker: The time allocated to each keynote speaker is 40 minutes (30’ presentation followed by a 10’ for questions).
Contributed Talk (Oral): The time allocated to each contributed talk is 15 minutes (12’ presentation followed by a 3’ for questions).
3. PREPARING FOR YOUR VIRTUAL SESSION
a- Before the conference starts
-Make sure to install Zoom on your computer; it will be requested to access the platform.
-Test your internet speed,
-A microphone is recommended as well as a quiet place cut off from ambient noise for better interactions. Moreover, a USB connected headset will offer a better sound quality.
-A technical staff will be assigned to each virtual session to ensure smooth transitions between presentations and promote speakers when needed (e.g. question period). A session chair will also be assigned to each session to facilitate and oversee time and question period.
b- Before the session starts
-Please make sure to join the virtual session 10 minutes prior to the start.
-When entering the session, make sure to identify yourself with your FIRST NAME and LAST NAME to help the technical staff and session chair finding you easily.
-The technical staff will then promote you as speaker when required.
-As a speaker, please note that you will be live as soon as you open your microphone and/or your camera after being promoted as such by the moderator. Registered attendees will be able to hear you automatically.
c- During the session
-The question period will take place in livestream following the presentation. Once it’s time, the screen will be switched to panel mode by the technical staff and both the session chair and the speaker will appear side by side on screen. The session chair will lead the question period and time allotted.
-You can use the Raise your hand tool to inform the moderator of your presence in the virtual room.
-The Q&A tool will be used by registered attendees to ask questions. The session chair will choose the most relevant ones to read for presenter to answer during question period.
-The Chat tool will used by session chair and technical staff to privately contact the presenters if needed. If you need technical assistance, you will be able to inform the moderator using this tool.
Tips: Test your audio and video as you join; Mute your microphone when not speaking; Position your webcam at eye level and make contact as much as possible.
If you need more information on how to use Zoom: https://zoom.us
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